Privacy Policy

Xoxzo Inc. is a company that offers Cloud Telephony services, consultation on IT related matters and also systems development.

In order for us to offer the best services, we take advantage of the personal information given to us by you, our customers. We are aware that the most important asset that we have are the information given to us by our customers, and we take all reasonable and available security measures to protect that information. All our directors and employees understand our privacy policy and we execute it to the best of our ability.

  1. We collect, use or share personal information on a need to know basis, as required by the service that we are offering.
  2. We state the reasons we are collecting personal information clearly, and take appropriate measures that the usage of this personal information does not exceed what we have particularly stated.
  3. We respect the relevant local Japanese laws and policy concerning the handling of personal information.
  4. We have built safety structures to stop personal information from being accessed without permission, leaked, lost or from being destroyed. We will also execute appropriate measures to put right in the case of issues concerning personal information.
  5. We will handle requests for the release of personal information, questions or complaints concerning our handling of personal information through our Customer Support representative.
  6. We continuously review our personal information management system and take appropriate measures to improve them.

Xoxzo Privacy Mark

Enacted 1 Nov 2012 / Revised 13 Jun 2019
Xoxzo Inc.
Koji Kabumoto, CEO

Point of contact concerning personal information (complaints and consultation)

Xoxzo Inc. - Personal Information Management Desk
3-28-5 Kanda-Ogawa, Chiyoda, 101-0052 Tokyo, JAPAN
Email: help@xoxzo.com (Please do not send Specified Electronic Mails.)
Personal Information Administrator: Koji Kabumoto

Service logs retention policy

In order to answer queries from our customers and also to improve our services, we keep service logs such as API usage (including SMS message content) for a maximum of 90 days before deleting them to protect our customer's privacy. In cases where we deem the logs are no longer needed, we will delete them before 90 days.

Handling of Personal Information

1. Purpose of use of personal information handled by our company

  1. Personal Information Acquired from the EZSMS Service and the Xoxzo Service
    • User registration into the system
    • Maintenance and management of the system and of customer data
    • Notifications for system version updates and new products relevant to the system
    • Notifications and information on the holding of seminars relevant to the system
    • Reception of and responses to inquiries and requests about the system
    • Countermeasures against user abuse
  2. Personal information entered by customers into the EZSMS Service and the Xoxzo service
    • Provision of services as well as system maintenance management
  3. Personal Information Acquired from Business Partners
    • Conclusion of contracts
    • Provision of services
    • Management of customers
    • Management of progress of contract contents
    • Inquiries and communication
    • Provision of materials and information
    • Payment and billing
  4. Personal Information Acquired at the Time of Recruitment and Interviews
    • Recruitment activities and communication that follows
  5. Personal Information of Employees
    • Management of human resources: For the management of personnel policies established in workplace regulations, etc.
    • Management of work: For the management of working hours and working conditions established in workplace regulations, etc.
    • Management of taxation: For labor and tax treatment prescribed by laws and regulations
    • Business management: Planning of business policies and understanding of the status of business implementation
    • Accounting adjustments: For adjustment of necessary expenses
    • Salary information: For calculation of wages and deposits to specified financial institutions
    • Benefits: For administration of management procedures for benefits
    • Educational training: For internal and external education and training
    • Management of security: For overseeing access to and from the premises, inspecting information systems, etc.
    • Sales/Public Relations Activities: For providing to entrusters, for publication on advertising materials such as homepages, pamphlets, etc.
  6. Personal Information Acquired from Inquiries by Email or Website, Etc.
    • Customer service
    • Reception of and responses to questions and requests
    • Provision of materials and information
  7. Personal Information Acquired by Phone
    • Reception of and responses to inquiries and applications
    • Presentation of company overview and introduction to company services
    • Procedures for interviews and recruitment
  8. Personal Information being input by users via EZSMS/Xoxzo service
    • Providing the service of our products
    • Managing and maintain the system and user information

2. Other notification

  1. Provision and Consignment

    2. We will not provide your personal information to any third parties. Please note that there maybe some case of consigning a part or a whole of the personal information for achieving the purpose above.

  2. Arbitraries

    3. It is your option to provide your personal information, but please note that there will be the case that you will get less benefits by the result of failing to receive the process described above unless you do.

3. Public announcements concerning personal information subject to disclosure by the company

With regard to requests about personal information provided by the company (i.e., information to be disclosed), disclosures, revisions, additions or deletions, discontinuation of utilization, erasures, and discontinuation of provisions to third parties (hereinafter referred to as "Disclosures and Others"), we will respond according to the following procedures.

  1. Name of Business Operator and Personal Information Protection Manager

    2. Xoxzo, Inc.
    Personal Information Protection Manager: Koji Kabumoto
    Email address: help@xoxzo.com (Please do not send Specified Electronic Mails.)

  2. Purpose of Using Personal Information Subject to Disclosure

    3. The purpose of use of personal information to be disclosed by the company is as described in 1. Purpose of Use of Personal information Handled by Our Company above within the following usage:

    • Personal Information Acquired from the EZSMS Service and the Xoxzo Service
    • Personal Information Acquired from Business Partners
    • Personal Information Acquired at the Time of Recruitment and Interviews
    • Personal Information of Employees
    • Personal Information Acquired from Inquiries by Email or Website, Etc.
  3. Procedure for requesting Disclosures and Others.
    4. Those who are asked for Disclosures and Others will send documents necessary for requesting Disclosures and Others, so please send requests to the following Personal Information Point of Contact of our company.
    • When requesting Disclosures and Others, one of the following is required as a document for identity verification. (It is unnecessary to state one's permanent address.)
      • Copy of driver's license
      • Copy of passport
      • Copy of resident's card
      • Copy of Japanese National Health Insurance card
      • Copy of pension book
    • In cases where Disclosures and Others are requested by an agent, two persons, the principal and the agent, are required to provide identity confirmation documentation as above. In the case of a voluntary agent, power of attorney is required. In the case of a legal representative, a copy of the documents such as a family register, a resident card, etc., or certificate of registration matters concerning adult guardianship will be needed.
    • For notice of the purpose of use and disclosure of personal information, a postage stamp of JPY1000 (excl. tax) is required as a handling charge.

4. Personal Information Point of Contact

For complaints, consultation and requests for personal information subject to disclosure, please contact the following address.

Xoxzo Inc. - Help Desk Manager
3-28-5 Kanda-Ogawa, Chiyoda, 101-0052 Tokyo, JAPAN
Email: help@xoxzo.com (Please do not send Specified Electronic Mails.)

5. About Authorized Personal Information Protection Organizations

For complaints and consultations, we can also offer the following contact, which is an authorized personal information protection organization for which our company is a target entity. However, please note that they will not handle complaints and consultations related to our products or services.

Japan Institute for Promotion of Digital Economy and Community"

Personal Information Protection Complaints Office
Roppongi First Building, 9-9 Roppongi 1-chome, Minato-ku Tokyo, 106-0032 JAPAN
Phone : 0120-700-779 ("Toll-free") / 03-5860-7565